Privacy Policy

We collect personal information in the following categories:

Identity & Contact Data: Full name, company name, email address, telephone number, and billing/delivery addresses provided when creating an account or booking a shipment.

Shipment Data: Cargo details, consignee and consignor details, origin/destination addresses, tracking events, and customs documentation. This includes third-party data (consignee names and addresses) entrusted to us by you.

Commercial Data: Transaction history, invoice records, payment method metadata (we do not store full card numbers), and freight quotes.

Technical Data: IP address, browser type, device identifiers, URL visit data, session duration, and cookies (see Section 7).

Communications Data: Records of email, phone, and live-chat interactions with our support team.

We process personal data for the following purposes and lawful bases:

• Service Delivery (Contract): Processing bookings, arranging Carriage, issuing tracking IDs, managing customs documentation, and delivering shipments.
• Billing & Finance (Contract / Legal Obligation): Issuing invoices, processing payments, and maintaining accounting records as required by law.
• Legal Compliance (Legal Obligation): Complying with customs laws, export controls, sanctions screening, and court orders.
• Safety & Security (Legitimate Interests): Fraud prevention, platform security, and cargo integrity monitoring.
• Marketing (Consent): With your explicit opt-in, sending service updates, industry insights, and promotional communications. You may withdraw consent at any time.
• Platform Improvement (Legitimate Interests): Analytics to improve our services and user experience, always in aggregated or anonymised form where possible.

We do not sell your personal data. We share it only as necessary:

• Carriers & Agents: Airlines, shipping lines, road hauliers, customs brokers, and port agents — solely to execute your Consignment.
• Government Authorities: Customs agencies, border control, port authorities, and regulators as required by applicable law.
• Technology Providers: Cloud hosting (Supabase), email services, and analytics platforms operating under strict data processing agreements and bound to equivalent security standards.
• Professional Advisors: Legal counsel, auditors, and insurers under confidentiality obligations.

All third-party recipients are required to handle your data in compliance with applicable data protection laws.

Sovereign Freights operates globally. Your data may be transferred to, stored in, or processed in countries outside your own, including the United States and countries with different data protection standards. Where required (e.g., EU/EEA data transferred outside Europe), we implement appropriate safeguards such as Standard Contractual Clauses approved by the European Commission.

We retain personal data for as long as necessary to fulfil the purposes for which it was collected, as follows:

• Shipment and commercial records: 7 years (legal/tax compliance)
• Account data: Duration of account plus 2 years after closure
• Customs documentation: As required by applicable customs law (typically 5–10 years)
• Marketing preferences: Until consent is withdrawn
• Support interaction logs: 3 years

Technical log data is retained for 12 months in an identifiable form, then anonymised or deleted.

Our public tracking portal requires only a valid Tracking ID. No login is required, and no personal data about the shipper or consignee is displayed to the public user. A public user who knows a Tracking ID can only view shipment status information and cannot modify any shipment data. If you believe your Tracking ID has been compromised, contact us immediately to flag the consignment for elevated monitoring.

We use the following categories of cookies:

• Strictly Necessary: Authentication sessions, CSRF protection, and load-balancer routing. These cannot be disabled.
• Functional: User preferences (theme, language). Disabled by default; enabled upon consent.
• Analytics: Aggregated, anonymised usage data to improve the platform. Disabled by default; enabled upon consent.

You can manage cookie preferences via your browser settings or our consent banner. Disabling strictly necessary cookies will impair platform functionality.

Subject to applicable law, you have the following rights regarding your personal data:

• Access: Request a copy of the personal data we hold about you.
• Rectification: Request correction of inaccurate or incomplete data.
• Erasure ("Right to be Forgotten"): Request deletion, subject to our legal retention obligations.
• Restriction: Request that we limit processing in certain circumstances.
• Portability: Receive your data in a structured, machine-readable format.
• Objection: Object to processing based on legitimate interests.
• Opt-Out of Sale (CCPA): We do not sell personal data; this right is not applicable.

To exercise any right, submit a written request to privacy@sovereignfreights.org. We will respond within 30 days. We may require identity verification before processing requests.

We employ industry-standard technical and organisational controls to protect your data, including TLS encryption in transit, AES-256 encryption at rest, row-level security on database access, multi-factor authentication for administrative accounts, and periodic third-party security audits. No method of electronic transmission is 100% secure; in the event of a material data breach, we will notify affected parties as required by applicable law.

Our platform is intended for commercial use by adults and businesses. We do not knowingly collect personal data from individuals under 18 years of age. If you believe a minor has provided data to us, contact us at privacy@sovereignfreights.org for immediate deletion.

We may update this Privacy Policy from time to time. The effective date at the top of this page will always reflect the date of the most recent revision. Continued use of our services after the effective date constitutes acceptance of the revised policy. Material changes will be communicated by email to registered account holders.

For privacy-related enquiries, contact our Data Protection Officer at privacy@sovereignfreights.org. If you are in the EU/EEA and believe we have violated your rights under the GDPR, you have the right to lodge a complaint with your local supervisory authority.